View Vacancy – OMN – Administrative Officer (AO)

The British Embassy in Muscat is part of a worldwide network that represents the UK’s political, economic, security, and consular interests overseas. We are seeking a highly motivated and proactive individual for the position of Administrative Officer for His Majesty’s Ambassador’s Office at the grade of Administrative Officer (AO) on a fixed-term contract of one (1) year with a possibility of renewal.

The jobholder will play a vital delivery role within the embassy. You will be managed by and will work closely with the Ambassador’s Chief of Staff, supporting both His Majesty’s Ambassador (HMA) and Deputy Head of Mission (DHM) as directed with administrative and diary support, organising meetings, setting daily schedules, including arranging any associated travel requirements. Working to the Chief of Staff, you will provide the Ambassador and DHM with oversight and assurance of events happening across the embassy, including in the Residence. You will work with the Post Security Manager (PSM) to ensure all security requirements for events are met, and with Embassy Communications and Corporate Services teams, when required, on all aspects of delivery.

Working to the Chief of Staff and working with teams across the Embassy you will organise events at the Residence and on the Embassy platform, including meals, round tables, and events. You will work closely with teams requesting events to gain a clear understanding of event objectives and requirements and will support them deliver these to a high quality and ensure that they effectively support delivery of the Embassy’s priorities.

This role will sit within the busy Executive Office team.

As events planner, you will be working with teams across the Embassy:

• Plan, sequence and allocate all elements of events.
• Organise invitations, manage RSVPs, and produce guest lists.
• Ensure RSVPs are correctly recorded and communicated to stakeholders.
• Produce table cards, menus, and table plans in advance of events at the Residence.
• Manage the set-up of events including arranging catering, delivery of additional tables and chairs or other equipment where needed, and ensuring appropriate crockery and linen are available and tables are laid properly.
• Assist with other aspects of event organisation and delivery as necessary, including at the event.
• Draft correspondence, including all external correspondence relating to events, as well as some in-house correspondence to include invoices, contracts, terms and conditions and event guidelines.

You will have, or will develop, a strong set of contacts and relationships with the hospitality industry, suppliers, event equipment hire and others. You will use these to deliver high-quality, cost-effective events for the embassy.

This role will require a flexible approach to working hours as you will be expected to work evenings and weekends, within your allotted weekly hours or with overtime/TOIL if you are required to do hours above your monthly working load. You will be the “front of house” for Residence events, greeting guests, ensuring that they are well served, helping to guide the Residence team.

You will also support the delivery of VIP visits to Oman. You will be expected to take on a crisis response role.

Roles and responsibilities:

Executive Office Support (50%)

• Provide administrative and diary support to the Ambassador and DHM, as well as support to the Ambassador’s chief of staff, organising meetings and arranging related travel requirements. Internally, work effectively with the Ambassador and DHM to ensure they are able to set direction and maintain an overview of all events happening in the Residence, with the Post Security Manager to ensure all security requirements are met, and with Embassy Communications and Corporate Services teams on all aspects of delivery.

Event Management (40%)

• Support the Chief of Staff in the organisation of all embassy related events, including at the Residence, supporting the objectives of the Embassy. Be the “front of house” for the Residence events, greeting guests, ensuring that they are well served.
• Develop a strong set of key contacts and relationships with the hospitality industry, suppliers, event equipment hire and others and use them to deliver value for money, effective and excellent service for embassy events.

Visits (10%)

• Support the delivery of VIP visits to Oman

The above list of job duties is not exclusive or exhaustive and the job holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post. Job responsibilities evolve with change in business needs and the Embassy reserves the right to update to job description to ensure it meets the business objectives.

Key Behaviours:

The candidate will need to demonstrate the following behaviours and the values of who we are during the interview:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
• Making Effective Decisions – Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.

Our Values:

The British Embassy Values (Trust, Respect, Integrity and One Team) are important in helping us to deliver for the UK internationally. Wherever we work in the world, we share a set of values that guides our decision-making, sets standards for our behaviour and helps us deliver the UK’s national interest internationally.

• Trust: Be reliable, open, and dependable in our actions and communications.
• Respect: Acknowledging each other’s skills, opinions, and experiences and honouring each other’s ideas, beliefs, and culture.
• Integrity: Taking responsibility for our decisions and actions and standing up for what is right, not what is easy.
• One Team: Being kind, helpful, supportive, open to challenge so that we can all work at our best towards achieving the same goal.

These values are underpinned by the UK Civil Service values (Integrity, Honesty, Objectivity, Impartiality) and complemented by values all One HMG colleagues bring from their own department, service or administration.

• Excellent communication skills in English and Arabic both written and verbal, with the ability to engage effectively.
• Proven administrative, office support and diary management experience.
• Experience of delivering high-quality hospitality events.
• Must be well-organised, responsible and a self-starter, able to deliver high-quality work with minimal supervision.
• Excellent communications and organisational skills and the ability to build and nurture effective relationships are essential.
• A valid Omani driving license and the willingness to drive are essential for this role.